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Data Importation (GDI) Program

The Benefits of ATI Item Specification and Certification

Processes in Producing Quality Assessments

Introduction

Guidelines for Preparing Galileo Online Import Files Important Points to Consider

Using the Data Upload Planner No-Evaluation Importation

Important Points for Districts Participating in Instructional Effectiveness Initiatives

Introduction

These instructions will guide you through the process of submitting your data to ATI for upload into the Galileo database under the Galileo Data Importation (GDI) program. Once your district's initial data is submitted to ATI, allow two business days for data verification. Data verification involves checking for inclusion of all required elements and ensuring that all data is in acceptable format.

• If problems are encountered during verification, you will be notified so corrections can be made and the data resubmitted.

• Once the file(s) pass verification, allow five business days for processing and quality assurance (QA) prior to release of your data.

• Updates to your Galileo enrollment data may be submitted on a monthly basis

 Districts requiring faster turnaround or more than monthly updates to their Galileo student data may be eligible for No-Eval Importation (see page 9 for more information)

Prior to program year setup, ATI staff will work with you to set a standard for your data. This standard will help streamline the data importation process and shorten the timeline between data submission and data release for district use during subsequent uploads.

The Data Upload Planner (see page 7) will contain any information related to your importation. The Data Upload Planner will also generate emails when the status of your district's upload changes.

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1. The steps to submit your data for importation are:

• District/charter school personnel prepare the data for import. Galileo K-12 Online is capable of accepting data exported from any student information system (SIS) database that can export to a delimited text file. Simply use your SIS product’s export feature to create the file containing records of the student's

demographic information and enrollment. See page 2 for guidelines to follow when preparing the export file. Page 5 contains additional important points to consider when creating data for importation into the Galileo database.

• Login to Galileo and complete the Data Upload Planner.The Data Upload Planner is a feature of Galileo K-12 Online that enables districts/charter schools to send data to ATI and indicate the date all district data will be submitted to ATI. This will notify ATI of your desired import, and you may then use the Data Upload Planner to check the status of your importation as it progresses. Atop the upload planner page is the “Email Notification List” which can be used to control who receives emails regarding updates to the data upload plan. See page 7 for instructions on how to use the Data Upload Planner.

Guidelines for Preparing Galileo Online Import Files

All files should be submitted in field-delimited or Microsoft Excel format with no text delimiters. Below is a description of the supported data record formats. Refer to footnotes for important information about optional fields.

Element Data Type

(Field Length)

Required Description

StudentID String (4-25) Yes Unique identifier for the student.

Student Information Section:

This section provides the personal, user and demographic information for a student

StateID String (1-50) Yes State-unique student identifier (e.g., Arizona SAIS ID) StudentFirstName String (1-40) Yes First Name

StudentLastName String (2-40) Yes Last Name

BirthDate Date Yes Birth Date in a valid format (mm/dd/yy or mm/dd/yyyy) Ethnicity String (1-40) Optional1 Student’s Ethnicity

GradeLevel String (1-2) Yes Student’s Grade Gender String (1-6) Yes Student’s Gender

PrimaryLanguage String (1-40) Optional1 The primary language spoken by the student SpecialEducation String (1-40) Optional1 Special Ed. Status

TitleI String (1-40) Optional1 Title 1 status EnglishLanguage

Proficiency

String (1-40) Optional1 Student’s proficiency with English

StudentUsername String (4-40) Optional2 Desired Username for the student user account in Galileo associated with this action

StudentPassword String (6-20) Optional2 Desired Password for the student user account in Galileo associated with this action

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Element Data Type

(Field Length)

Required Description

Enrollment Information Section: Contains enrollment information for a student. There must be enrollment

information for at least one class. A new line should be generated for each additional class in which the student is enrolled or for each class from which the student should be dropped. That line should repeat the student

demographic information.

SchoolID String (2-25) Yes Unique Identifier for the student’s school SchoolName String (1-40) Yes Name of the school

TermCode String (1-12) Yes Identifier for the term of year this enrollment falls within (e.g. YR, Fall, or Q1)

CourseCode String (1-25) Yes Unique Identifier for the course in which students are enrolled - classes are grouped by a shared CourseCode (e.g. Algebra 2, 1st Period with Smith and Algebra 2, 3rd Period with Jones have CourseCode MA1222) For elementary schools the CourseCode is typically the grade level

CourseName String (3-30) Yes Name of the Course – in the above example, “Algebra 2” would be the CourseName

CourseGradeLevel String (1-40) Yes Grade level specification for Course - multiple grade levels are separated with a pipe (“|”)

SectionID String (3-25) Yes Unique Identifier for the class section in which the student is enrolled - in some Student Information Systems section ID or class ID may be used for this purpose

EnrollmentAction String (1) Yes Indicates if student should be enrolled in the designated class (value = 0) or dropped (Value = 1)

DateEnrolled Date Optional Enrollment date in a valid format (mm/dd/yy or mm/dd/yyyy) - if not specified, date of the import will be used

DateDropped Date Optional Drop date in a valid format (mm/dd/yy or mm/dd/yyyy) - if not specified, date of the import will be used

TeacherID String (1-40) Yes Unique identifier for the teacher associated with this enrollment action – required if submitting any teacher information

TeacherFirstName String (1-30) Yes3 _{First name for the teacher associated with this enrollment}

action

TeacherLastName String (2-30) _Yes3 _{Last name for the teacher associated with this enrollment}

action

TeacherEmail String (1-40) Yes3 _{Teacher's email that will appear in the Student Center}

TeacherUserName String (4-40) _Yes3 _{Desired Username for the class level user account in}

Galileo associated with this action

TeacherPassword String (6-20) Yes3 _{Desired Galileo password for the above class level user}

1

Required to filter Galileo reports based on this demographic information.

2

Required to auto-generate Galileo student user accounts within the system.

3

Required to auto-generate Galileo class-level user accounts, associate accounts with the appropriate classes and facilitate self-service password recovery.

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1. Samples:

These two samples show what a file may look like with either single- or multiple-enrolled students. As with any delimited file, one line consists of a single record (or header row) – line breaks have been added to these samples to fit this document's format.

• For a student with one enrollment:

StudentID,StateID,FirstName,LastName,BirthDate,GradeLevel,Gender,StudentUserName,StudentPassword,SchoolID,SchoolNa me,

TermCode,CourseCode,CourseName,CourseGradeLevel,SectionID,EnrollmentAction,DateEnrolled,DateDropped,TeacherID, TeacherFirstName, TeacherLastName, TeacherEmail,TeacherUserName,TeacherPassword

String,String,String,String,Date,String,String,String,String,String,String,String,String,String,String,String,String,Date,Date,String, String, String,String,String,String

3103329,778933,Frederick,King,07/02/91,10,M,3103329,07/02/91,00454,Alanson High School,Fall,MA02,Algebra 2,10|11,MA02-1, 0,08/22/08,,AHS110,

Sydney,Green,[email protected],[email protected],GreenAHS110

• For a student with multiple enrollments:

StudentID,StateID,FirstName,LastName,BirthDate,GradeLevel,Gender,StudentUserName,StudentPassword,SchoolID,SchoolNa me, TermCode,CourseCode,CourseName,CourseGradeLevel,SectionID,EnrollmentAction,DateEnrolled,DateDropped,TeacherID, TeacherFirstName,TeacherLastName, TeacherEmail,TeacherUserName,TeacherPassword String,String,String,String,Date,String,String,String,String,String,String,String,String,String,String,String,String,Date,Date,String, String, String,String,String,String

3103329,778933,Frederick,King,07/02/91,10,M,3103329,07/02/91,00454,Alanson High School,Fall,MA02,Algebra 2,10|11,MA02-1, 0,08/22/08,,AHS110,

Sydney,Green,[email protected],[email protected],GreenAHS110

3103329,778933,Frederick,King,08/02/91,10,M,3103329,07/02/91,00454,Alanson High School, Fall,ENG01,English 1,9|10,ENG01-3, 0,08/22/08,,AHS142,

Jennifer,Jones,[email protected],[email protected],JonesAHS142

2. Initial vs. Subsequent Uploads:

• Initial Uploads

Initial uploads are intended to complete the setup of the site and to perform initial entry/enrollment of students. The file should include all classes, all associated teachers, and any required information to set up class-level usernames and passwords if desired. All desired demographic data should be included, but may be added later in a separate file or in subsequent upload. Students and classes should not be entered by hand prior to this phase.

• Subsequent Uploads

Subsequent uploads may be used to add, drop, and edit student records. Any information included in these files will update the class information already online and may add courses to new terms (e.g., spring

semester). It is recommended that only changes to student data that have occurred since the last upload be submitted at this time. Any desired class level changes (e.g., assigning a different teacher to a SectionID) may be effected during subsequent upload as well. Note that subsequent uploads cannot be used to “replace” the data currently in Galileo.

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Important Points to Consider

1. Be sure to include all required elements in your export (see table beginning on page 2).

2. When sending import files that contain add and drop records, it is important to consider that these files are loaded separately. By default the add records are loaded first, followed by the drop records. You may request that the drop records be loaded prior to the add records in the Data Upload Planner comment box. 3. Student demographic information in addition to the optional elements listed on page 2 may be imported

from the district SIS, once the appropriate field has been added to the desired student form.

4. Elements listed as 'optional' in the table on page 2 are optional within the Galileo database. Refer to table footnotes to understand the impact of not including each optional element in your import.

• If not included, certain demographic information may be imported at a later date. Contact ATI for further information if you wish to provide this information separately.

5. A CourseCode may only have one CourseName; however, a CourseName may be used for more than one CourseCode.

6. Certain fields must contain unique values within the district. These are:

• SchoolID

• CourseCode

• SectionID

• StudentID

• Student UserName (see item 6)

• TeacherID

• Teacher UserName (see item 6)

7. TeacherUserName and StudentUsername are two fields which must be unique within the entire Galileo system. One way to ensure unique values is to use the TeacherEmail as the UserName. Other elements may also be combined (e.g., TeacherUserName = TeacherID + TeacherLastName). Passwords may be generated using a similar technique.

• If a duplicate TeacherUserName is encountered during upload, the requested UserName will be appended in one-up numerical fashion (e.g., JJones would be JJones1)

• If a duplicate StudentUserName is encountered, the following rules are used:

 For alphabetic UserNames (e.g., JJones) the TeacherUserName rule is applied

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8. Adhere to the following rules when creating passwords for your users:

• Must be at least six characters.

• Cannot match the UserName.

• Cannot match the user's first or last name.

• Cannot contain the characters ', --, *, #, or %.

• Cannot be the word “password.”

• Choose a password that contains a mixture of letters and numbers.

9. The TeacherPassword may be uploaded using the same value as TeacherUserName. This will require teachers to change their password upon first login to Galileo K-12 Online, allowing teachers to create a familiar password.

10. A class section (SectionID) should be thought of as a unique set of students, meeting with a particular teacher, at a set time, to cover a specific subject.

11. Individual StudentIDs must be the same between Program Years for assessment data to remain

associated with the student record. If StudentIDs are changed in your SIS, please contact ATI for assistance.

12. If the SectionID within a district SIS is not unique district-wide, it may meet uniqueness requirements for Galileo K-12 Online by using a combination of the elements SectionID and CourseCode and/or

SchoolCode.

13. Use of teacher-related information (e.g. FirstName, LastName, or TeacherID) in the SectionID field is prohibited – this will result in class duplication if any changes are made in the name field, or if teacher associations are changed during the Program Year.

14. Districts are encouraged to simplify administration by effecting data changes through the importation process, rather than hand-entering changes into Galileo K-12 Online. Hand-entered changes in Galileo must also be entered into the SIS prior to submitting subsequent upload data or they will be reversed during the upload process.

15. Class sections, teachers, students, and courses that are entered manually require an associated ID that will be used consistently. Manual entries with missing or incorrect IDs will cause duplications when data is uploaded.

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17. New upload data should not be submitted while another upload is being processed by ATI. Any new data submissions will be delayed until current upload is complete unless the District informs ATI staff that the new data is to correct/replace a current upload.

18. Data Upload Planner entries are in reverse chronological order (most recent entries showing first in the list). All comments are marked with staff name and date of entry.

Using the Data Upload Planner

1. Sign in to Galileo K-12 Online using your current username/password.

2. When you first log in, click on the “Setup” link in the red menu bar at the top of the page. 3. Click on the “Data Upload Planner” link under Data Setup in the gray menu bar.

4. Select “Create a New Plan.”

5. On the Active Uploads tab, New Upload section, enter the planned file submit date.

6. Fill in the blanks for the number of schools, classes, teachers and students to be included in this upload. This is the total number, not an individual number for each school or class.

7. Use the Upload File(s) portion of the page to submit files to ATI. Click the “Select” button to browse for the file. Click the “Add” button to submit multiple files. Click the checkbox next to the file and click “Delete” to remove a selected file. Alternatively, click the “Remove” button to remove one file at a time.

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• There is a five file limit per transfer. If more than five are required please zip the files into one folder and submit that or submit five files and submit the remainder, at most five at a time, using the Data Upload Planner after selecting “Save Upload Plan.”

• There is a 100MB limit per transfer. Please zip any files that exceed 100MB. If more than one file totals more than 100MB, please complete multiple transfers that do not exceed 100MB.

8. Enter any comments about the upload in the text area.

9. Click the “Save Upload Plan” button. This will save the upload plan, generate a status email for ATI, and submit any files that were selected.

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10. At any time during your upload verification/processing, simply sign back into the Data Upload Planner to

see the current status as well as any comments entered by ATI staff. Remember, emails will also be generated when information is added to your Data Upload Planner.

No-Evaluation Importation

Districts desiring frequent data updates may be eligible for No-Evaluation Importation (NEI). Under NEI, data may be submitted as often as daily. Updates may be entered into Galileo K-12 Online within 24 hours of receipt. To be eligible for NEI, data provided must meet the following requirements in addition to those listed above:

• Three full QA checks must be passed at the beginning of each program year:

 One additional QA check will be passed at all term changes within a program year.  QA must be passed without any file manipulation or resubmission.

• The district will perform all necessary changes to any file prior to submitting to ATI.

• Data submitted will contain only enrollment changes that have occurred since the last file submission – this requirement is due to the increased amount of time required to process a full enrollment file.

 Districts desiring NEI but unable to meet this requirement may still be eligible to update on a weekly basis, with a 36-hour turnaround.

Important Points for Districts Participating in Instructional Effectiveness

Initiatives

Many districts will be using Galileo K-12 Online to support local implementation of educator effectiveness initiatives, also known as instructional effectiveness (IE). The common themes undergirding IE initiatives are ensuring that:

1. All students have effective teachers in the classroom and effective leaders in their schools;

2. All teachers and school leaders have access to high-quality professional development, best practices, and standards-based, data-driven systems to promote effective, systemic decision-making leading to

increased student mastery of standards; and

3. Local effectiveness initiatives have clear expectations and are supported by multiple, fair, transparent, timely, rigorous, reliable and valid methods of assessing student, teacher, and principal performance. Districts participating in IE initiatives will want to consider some additional factors in providing GDI files. These recommendations include:

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1. Ensure classes for all teachers and subjects being evaluated are included in the file(s).

• Prior to IE initiatives, many districts were providing core subjects (mathematics, English language arts, and science). IE initiatives may require the addition of non-core subjects (e.g. history, arts, and

physical education).

• Assistance ensuring all necessary courses are included will be provided by ATI Field Services Coordinators and IE Assessment Coordinators.

• Ensuring email addresses of the appropriate district assessment staff are entered into the district’s

Data Upload Planner (see page 7) will also aid communication in this process. Assessment staff emails should be entered in addition to district technical staff already entered.

2. Ensure rosters are accurate throughout the year. This can be accomplished most effectively through No-Evaluation Importation (see page 9).

• Accurate rosters will allow district staff to run IE- and intervention-related reports (e.g. Categorical Growth, Intervention Alert, etc.) to measure progress throughout the program year.

3. To further ensure reporting accuracy, a tool is being added to Galileo K-12 Online allowing districts to remove specific students from IE reports for a particular teacher. Students will be left on the teacher’s class roster, but be excluded from reporting. This tool will be most effective when a student is enrolled with a particular teacher but is taught one or more specific subjects by a different teacher.

4. Complete population of all demographic fields that may be used for IE report filtering should be kept accurate through GDI throughout the year. In the event that it is not, this will need to be done prior to delivery of IE posttests in the spring. Importation of this data may be accomplished through a non-enrollment import. Contact ATI for more information about non-non-enrollment importation.

5. Ensure teacher and student IDs are kept consistent within all files and duplication risks have been addressed effectively.